Authorised Officers

So you want to become an AO? Great! Now let’s determine what job functions you will perform in your workplace.

Follow the links below to find out about what products each job function covers, as well as the training and assessment required to gain your appointment.  

• BVI3001 Export inspection of empty bulk vessels
• ECI3001 Export inspection of empty containers
• FOP3001 Export inspection of woodchips
• FOP3002 Export inspection of logs
• FOP3003 Export inspection of processed forest products
• GSEP4001 Export inspection of prescribed grain and plant products protocol
• HAS3001 Export inspection of hay and straw
• HEP4001 Export inspection horticulture protocol
• HOR3002 Export inspection of fruit and vegetables
• PGG3001 Export inspection of prescribed grain and plant products
• RBC3001 Export inspection of raw baled cotton
• TRE3001 Export phytosanitary treatments

You have successfully completed the first step of the AO candidate journey through choosing your job functions. The next step is application.

You must submit an AO application online through the Plant Export Management System (PEMS).

Detailed instructions on the AO application process in PEMS can be found in the Applying to become an Authorised Officer using the Plant Export Management System work instruction.

In the application process, you must:

• provide 100 points of identification; with at least one piece of primary identification and one containing a photograph
• provide a National Police Check (no more than 12 months old)
• choose your job functions (fees apply).

Once your application has been approved, you will proceed to the next step.

Are there any pre-requisites?

There are no pre-requisites for becoming an AO however, pre-requisites may apply for certain job functions. More information can be found on the Job functions for Authorised Officers webpage under each individual job function.

Cost

You must pay an application fee of $242 through PEMS.

Note: These fees are correct from 1 July 2021 to 30 June 2022, but may change after this time. Further information about AO fees and charges is available on the department’s website.

How do I become an AO?

Step by step information on how to become an AO is provided on this webpage. Begin from Step 1.

How long will it take to become an AO?

The process to become an AO involves self-paced learning and will therefore vary from person to person. We recommend allowing a minimum of 3 months from when your application is submitted.

Am I required to be an Australian Citizen in order to become an AO?

It is not a requirement to be an Australia citizen in order to become an AO, however, you must be able to obtain an Australian National Police Check.

Is an AO a government official?

When undertaking the functions they are appointed for under the Act, AOs are regarded as Australian Government officers, however they are not considered employees of the Australian Government.

What conditions apply to an AO?

An AO must:

• behave honestly and with integrity and impartiality
• act with care and diligence
• treat everyone with respect and courtesy, and without harassment
• only exercise powers and functions for which they have been appointed
• comply with all applicable Australian laws
• comply with any lawful and reasonable direction given by someone in the Commonwealth who has authority to give the direction
• comply with all relevant instructional material published by the Commonwealth
• maintain currency of skills by attending training as directed by the Commonwealth
• be available for assurance and audit visits by the Commonwealth
• notify the Commonwealth of any observed fraudulent practices or the provision of false and misleading formation in relation to the export of plants and plant products from Australia
• notify the Commonwealth of any persons applying undue influence, harassment or offers of bribery
• ensure the payment of all debts due to the Commonwealth
• maintain correct contact details and notify the Commonwealth of any change in circumstances, including
  •             conflicts of interest that may arise or have arisen
  •             conviction of an offence under Commonwealth, State or Territory law
  •             an order to pay pecuniary penalty 
  •             the existence of outstanding debts due to the Commonwealth
  •             a change in the conditions which permit the AO to work in Australia.
• behave in a way that upholds the integrity and good reputation of the Commonwealth and do not do anything that would cause harm to the Commonwealth’s interests or reputation
• comply with the Privacy Act 1988, including protecting and not inappropriately using or disclosing commercial in confidence information of clients and businesses.

What does fit and proper person mean?

A fit and proper person is someone who can demonstrate to the department that they are suitable to act as an AO on behalf of the Australian Government. A fit and proper person assessment will include, but is not limited to, an analysis of your National Police Check.

Can people employed in a management or control position in a registered establishment apply to be an AO?

• Yes, as the department will make an independent assessment of their suitability to become an AO.
• If they are then appointed as an AO, their performance may be subject to more intensive assessment under the department’s audit regime.

If an AO applicant has a criminal record will they be automatically ineligible?

A criminal conviction or pending charge will not automatically exclude an applicant from being appointed as an AO. Nonetheless, the department may be concerned that a particular charge or conviction reflects that applicant’s fitness to perform the services required or may affect their integrity and the reputation of the department.

You have successfully completed the first two steps of the AO candidate journey. The next step is eLearning.

We will create an account for you and enrol you into the relevant eLearning programs. You will receive email notification of enrolment from the department’s learning management system – Learnhub – with a link to the log in page.

The eLearning programs are designed to be informative and self-paced learning products that are mandatory in preparing you for appointment in your chosen job functions. You are required to read and understand each page, and complete all quizzes and knowledge assessments.

Is there prior learning recognition for an applicant that has been working as an inspector for a number of years?

There is no recognition of prior learning in place. Every AO candidate, including current departmental staff, must complete the training.

You have successfully completed the first three steps of the AO candidate journey. The next step is facilitated training.

Facilitated training with a Plant Export Assessor (PEA) is mandatory for all job functions.

This training equips you with further skills and knowledge required to competently carry out your job functions, in accordance with relevant legislative requirements.

Although completion of the relevant eLearning programs for each job function is not a pre-requisite for facilitated training, it is recommended that you complete your eLearning before requesting facilitated training.

Detailed instructions on requesting facilitated training through PEMS can be found in the Requesting Authorised Officer training using the Plant Export Management System work instruction.

Cost:

You must pay a learning and assessment fee of $1,695 for up to 5 job functions through PEMS.

Note: These fees are correct from 1 July 2021 to 30 June 2022, but may change after this time. Further information about AO fees and charges is available on the department’s website.

When will I receive training?

We cannot provide an exact timeframe for how soon after submitting a request you will receive training. Generally speaking, a PEA should contact you about training within 1 month of receiving your training request.  

What will the training cover?

• work effectively in an export environment
• conduct pre-inspection tasks
• prepare to supervise applicable phytosanitary treatments
• conduct flowpath inspection tasks
• identify and apply the correct sampling rates and inspection techniques
• supervise the initiation of applicable phytosanitary treatments
• understand pest and contaminant tolerances
• pass the goods after an inspection
• verify the successful completion of applicable phytosanitary treatments
• fail the goods after an inspection
• correctly apply failed treatment procedures
• inspect a resubmitted consignment
• complete the applicable inspection/treatment record.

Further information about specific job functions is available on the department’s website.  

You have successfully completed the first four steps of the AO candidate journey. The next step is assessment.

AO candidates must participate in an assessment of competency against their chosen job functions. You will need to request an assessment through the Plant Exports Management System (PEMS).

Detailed instructions on requesting assessment through PEMS can be found in the Requesting an Authorised Officer assessment using the Plant Export Management System work instruction.

How will I be assessed?

A Plant Export Assessor will complete your competency assessment under the guidelines detailed in the Plant Export Operations Manual.

Cost:

No additional costs apply as assessment is included under the previously charged learning and assessment fee.

All fees must be paid, and both eLearning and facilitated training must be completed prior to assessment.

When will I be able to undertake inspections?

Once you have received your instrument of appointment you will be authorised as a plant export AO and be able to perform inspections that you are appointed for.

When will I be assessed?

We cannot provide an exact timeframe for how soon after submitting a request you will be assessed. Generally speaking, a PEA should contact you about assessment within 1 month of receiving your assessment request.

You have successfully completed the first five steps of the AO candidate journey. The next step is appointment.

Once your assessment result has been verified, you must pay an approval fee and acknowledge that you have read and understood the obligations placed on you as an AO.

One you have done this, you will be able to request your Instrument of Appointment (IoA) through the Plant Exports Management System (PEMS).

Detailed instructions on how to request your Instrument of Appointment (IoA) through PEMS can be found in the Requesting an AO Instrument of Appointment using the Plant Exports Management System work instruction.

Cost:

• You must pay an approval fee of $242 through PEMS.
• An annual levy of $727 is charged each financial year on 1 July and is payable through PEMS. The annual levy covers costs associated with your appointment that are not directly linked to a service. This is separate to the reappointment fee.

Note: These fees are correct from 1 July 2021 to 30 June 2022, but may change after this time. Further information about AO fees and charges is available on the department’s website.

How long will I be appointed for?

Your job function appointment is valid for a period of 2 years (except in the case of the Bulk Vessel Inspection job function which is valid only until the first prerequisite training/registration expires).

More information on reappointments can be found in Step 10.

What are my responsibilities as an AO?

As an AO, you will have powers and sub-delegations under the Export Control Act 2020 and the Export Control (Plants and Plant Products) Rules 2021. Your instrument of appointment will detail your specific delegations under the legislation.

When working as an AO, you must not exceed your powers and sub-delegations under the legislation.

As an AO, depending on your powers and sub-delegations under the legislation, you may be legally required to make sure that:

• Empty containers and/or vessel holds meet required standards.
• Prescribed goods (plants and plant products) exported from Australia comply with the requirements of the plant rules.
• Relevant treatments are conducted in a way that meets the required standards.

Regional Assurance Manager (RAM) support

You will receive ongoing support throughout your appointment from your local Regional Assurance Manager (RAM).

A RAM is part of a regionally based team providing support to Plant Export AOs and their employers (clients). RAMs establish and maintain effective and productive relationships with their clients to ensure understanding of and adherence to plant export policies. RAMs do this through a number of regular on-site visits.

Once you are appointed, you can expect your local RAM to be in touch to organise your post-assessment visit.

Your RAM will be contactable throughout your appointment and will make regular contact with you.

You can find all the information you need, regarding RAMS and their visits, by visiting the RAM webpage.

Note: A RAM visit is not an audit.

AO Hotline

As an AO, you will also have access to the Authorised Officer Hotline on 1800 851 305.

You can call the hotline at any time, if you need assistance with an inspection, your appointment or have a general plant export query.

Plant Export Training mailbox

As an AO, you will also have access to support via the Plant Export Training mailbox at PlantExportTraining@awe.gov.au

You can email this mailbox at any time, if you need assistance with an inspection, your appointment or have a general plant export query.

AOs must participate in regular auditing by the department. AOs are audited against performance standards outlined in the Reference: Authorised officer audit performance standards. The Guideline: Audit of plant export authorised officers has been developed to ensure AOs are complying with the legislative and departmental requirements of their appointment.

Audits are performed to provide assurance to stakeholders, which is important to both maintain and gain new market access. Audits are completed at least once every twelve months, if no corrective action requests have previously been issued. AOs may have unannounced audits conducted at any time with any frequency.

Cost:

Fee for services rates apply to audits.

Note: Fees are correct from 1 July 2021 to 30 June 2022, but may change after this time. Further information about AO fees and charges is available on the department’s website.

Audit process:

Pre-examination

• The auditor will examine your export documentation.
• Errors will be discussed and addressed.

Meeting

• The auditor will meet you and describe the audit objective, scope and process.
• The auditor will work through the evaluation checklist.

Demonstration

• You will be asked to demonstrate an export activity or task.
• You will be asked questions.

Conclusion

• An exit meeting will be conducted at the conclusion of the audit.
• You will be advised of the audit outcome and receive audit support.

What are the AO audit and performance standards?

The AO audit and performance standards outline the policy and process for the audit of plant export AOs. The Guideline: Audit of plant export authorised officers describes the framework of how and when AOs are audited by the department. The Reference: Authorised officer audit performance standards set the criteria against which AOs are assessed during audits in order to determine their compliance with legislative and departmental requirements.

How often will I be audited if I am issued a corrective action request previously?

You will have an audit at least once every twelve months standardly. However, if you were issued one or more correction action requests (CARs) previously, periodic audit may be performed every three to six months.

Will I be audited for all job functions?

You may be audited for all or some of your appointed job functions, depending on the number of job functions you are appointed for and whether or not you have been active (conducted export activities) in each job function. Where you are appointed for many job functions, you will be audited on only a select few using a hierarchy system that prioritises your more high-risk job functions for auditing.

Where you haven’t used one or more of your appointed job functions since your appointment or last audit, it will be excluded from the audit process.

What happens if I receive a negative result?

You will receive a Corrective Action Request (CAR) for any non-compliance identified at your audit. When this occurs you may be subject to more frequent audit timeframes of three to six months.

Sometimes training may be mandated to rectify a non-compliance where it is identified as the appropriate pathway for rectification. Negative audit outcomes warranting immediate attention may be referred to the delegate and (in cases of extreme or repeated non-compliances) may result in the revocation of your appointment.

The department issues Industry Advice Notices (IANs) to inform its clients of changes and updates affecting the export of plants and plant products.

As an AO, you will be automatically registered to receive IANs relevant to your job functions, or you can check the Industry Advice Notices webpage for updates.

As an AO, you will also receive SMS notifications when IANs relevant to your job functions are released.

Your appointment is valid for a period of 2 years (except in the case of the Bulk Vessel Inspection job function which is only valid until the first prerequisite training/registration expires).

You will receive emails generated by PEMS and pop-up messages will appear in your PEMS profile prior to your appointment expiring. Whether you would like to continue your appointment or not, you must follow the instructions that will be provided to you at the time.  

You will receive a visit from a Regional Assurance Manager (RAM) prior to your reappointment.

Once you have had your reappointment visit and you have paid your reappointment fee, you can request your new instrument of appointment through the Plant Export Management System (PEMS).

Cost:

You will not be charged for your reappointment visit, however you must pay an approval fee of $242 for your reappointment through PEMS. The reappointment approval fee is separate to the $727 annual levy, which is charged each financial year on 1 July.

Note: These fees are correct from 1 July 2021 to 30 June 2022, but may change after this time. Further information about AO fees and charges is available on the department’s website.

If at any point you wish to withdraw from the AO model, you must complete and submit an “Authorised Officer Withdrawal Form” to PlantExportTraining@awe.gov.au.

Download

Document	Pages	File size
Authorised officer withdrawal form PDF	1	170 KB
Authorised officer withdrawal form DOCX	1	82 KB

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A person who was previously appointed as a plant export AO, but either let that appointment expire or withdrew from the AO model may have their appointment reinstated if they can provide us with assurance that they have retained the skills and knowledge to be an AO.

Further information can be found in the Guideline: Reinstatement of expired and withdrawn plant export authorised officer appointments.

Download

Document	Pages	File size
Guideline: Reinstatement of expired and withdrawn plant export authorised officer appointments PDF	11	293 KB
Guideline: Reinstatement of expired and withdrawn plant export authorised officer appointments DOCX	11	103 KB
Reference: Application to be reinstated as a plant export authorised officer PDF	12	396 KB
Reference: Application to be reinstated as a plant export authorised officer DOCX	12	218 KB

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We understand that the process your staff member must follow in order to become an AO may seem daunting. This section will help you, as an employer adapt to the AO model for plant and plant product exports.

Below are the ways you can support your staff member through the AO process.

Understanding costs:

Fees and charges apply to becoming an AO. All costs must be settled prior to a person being appointed as an AO.

An employer may choose to pay their employee’s AO fees as an incentive; however as an AO appointment is an individual appointment, payments must be made through the AO’s personal profile in PEMS. Employers may choose to pay fees directly or to reimburse the AO for the cost.  

Invoices are not issued for AO fees but tax invoices will be automatically generated after payment is received.

Please note that credit/debit cards are the only payment option accepted through PEMS.

You will find below a simple table outlining fees associated with becoming an AO and maintaining that appointment. Fees and charges are addressed under the applicable sections in the AO process of this webpage.

Note: These fees are correct from 1 July 2021 to 30 June 2022, but may change after this time. Further information about AO fees and charges is available on the department’s website.

Understanding the AO candidate’s responsibilities:

It is the individual AO candidate’s responsibility to take the steps required to achieve their appointment as an AO. The company can only give support as needed.

The AO candidate must therefore:

• initiate the application process
• complete their eLearning
• request and participate in facilitated training
• request and participate in assessment

The employers should allow their staff to decide if they want to become an AO, and when they are ready to be trained and assessed.

Supporting your staff member through the AO process:

As the employer of an AO candidate, you will not be directly involved in the AO process, however you can support your staff member by:

• providing them access to a computer with an internet connection so they can complete their eLearning
• allowing them time to complete their eLearning during work hours
• giving them time off from work to attend facilitated training
• making sure they are ready for assessment and do not feel pressured to be assessed when they are not yet confident.

Continue to support your staff member after they are appointed as an AO:

Employers should provide a supportive environment that allows:

• appropriate time and resources for AOs to learn and become confident in their role
• appropriate time and resources for AOs to perform their functions
• AOs to make independent export compliance decisions.

Protected information:

‘Protected information’ is information obtained under, or in accordance with, the Act. This includes information about an AO candidate or appointed AO.

Protected information can only be disclosed under certain circumstances. In accordance with the Act, we cannot disclose information about an AO candidate or appointed AO to their employer or company. For example, we cannot tell you if your employee has completed their eLearning or if they have paid their fees.

Under the Act, we can only disclose protected information to you if the AO candidate or appointed AO has given us permission to do so. This can be done via a ‘Permission to disclose protected information form’ submitted to PlantExportTraining@awe.gov.au.

Download

Document	Pages	File size
Permission to disclose protected information form PDF	3	214 KB
Permission to disclose protected information form DOCX	3	199 KB

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Benefits to the company:

By adopting the AO model, your company can benefit from:

• increased flexibility – you will have staff available to conduct export inspections when you need them
• consistent inspections – all AO candidates receive the same training and assessment, and follow the same instructional material
• ongoing support – your AOs will receive support visits from the department and can call the Authorised Officer Hotline on 1800 851 305 for assistance.

Download

Document	Pages	File size
Work Instruction: Applying to become an Authorised Officer using the Plant Exports Management System PDF	50	4.6 MB
Work Instruction: Applying to become an Authorised Officer using the Plant Exports Management System DOCX	50	3.6 MB
Work Instruction: Requesting for Authorised Officer training using the Plant Exports Management System PDF	20	1.3 MB
Work Instruction: Requesting for Authorised Officer training using the Plant Exports Management System DOCX	20	7.9 MB
Work Instruction: Requesting Authorised Officer assessment using the Plant Exports Management System PDF	16	1.0 MB
Work Instruction: Requesting Authorised Officer assessment using the Plant Exports Management System DOC	16	5.8 MB
Work Instruction: Requesting an Instrument of Appointment using the Plant Exports Management System PDF	17	2.0 MB
Work Instruction: Requesting an Instrument of Appointment using the Plant Exports Management System DOCX	17	1.8 MB
Work Instruction: Requesting additional job functions in the Plant Export Management System PDF	8	8.7 MB
Work Instruction: Requesting additional job functions in the Plant Export Management System DOCX	8	1.3 MB

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